Category Archives: DOT Clearinghouse

Clearinghouse Data File Format

Posted on by

DrugTestNetwork  Clearinghouse Export Format: Include Company Row / Column (For Your Convenience)

DrugTestNetwork exports DOT Clearinghouse batch query data in the expected column order required for upload.

The DOT requires Text Tab-Delimited – NOT CSV.  By default, DrugTestNetwork generates the file as CSV so it opens easily in Excel for review when you click on the file from the downloads folder.

Why You May See an Extra Company Row or Column

During export, you may choose to include the Company (Employer) name for your convenience:

  • Company name as a row above the listing: Helpful for printing or quick visual confirmation of the employer tied to the export.
  • Company name as a trailing column: Helpful when exporting multiple employers in one request, so you can filter and split the results in Excel.

Important: The extra row and/or column is provided for review and organization only
and is not part of the DOT Clearinghouse batch upload format.

Before Submitting to the DOT Clearinghouse

The DOT Clearinghouse batch upload will be rejected if the file contains extra rows, extra columns, or does not match the required format.

Validation Checklist

  • Remove any extra header rows (such as a company name line above the data).
  • Remove any extra columns (such as a trailing Employer/Company column).
  • Confirm the file contains only the required Clearinghouse columns, in the correct order.
  • Save the final file as Text (Tab-delimited) before uploading.
Validation Warning:
DrugTestNetwork (DTN) may include employer identifiers for convenience when reviewing or splitting exports in Excel.
These must be removed before submission. The final upload file must contain
only the required Clearinghouse columns and must be saved as Tab-delimited text.

Excel: Save the File as “Text (Tab-delimited)”

After reviewing (and, if needed, splitting the file by employer), use the steps below to create a
Clearinghouse-ready upload file.

  1. Open the export in Excel.
  2. If you exported multiple employers:
    use the employer/company column (if present) to filter the sheet to one employer at a time,
    then copy the filtered rows to a new worksheet/workbook.
  3. Remove non-Clearinghouse content:
    • Delete any company-name header row above the data.
    • Delete any extra trailing employer/company column.
  4. Confirm the required Clearinghouse columns remain(and are in the required order).Tip: Make sure there are no blank columns and no additional notes in the sheet.
  5. Go to File > Save As.
  6. Choose a location and file name (recommended: include employer name and date).
  7. In Save as type, select Text (Tab delimited) (*.txt).
  8. Click Save.
  9. If Excel shows a warning such as “This format only supports one sheet” or “Some features may be lost,”
    click OK or Yes to continue (this is expected for tab-delimited exports).
Best Practice:
Submit one tab-delimited file per employer. If your DTN export includes multiple employers, split them in Excel first, then save each employer’s file separately as Text (Tab-delimited).

About DOT Clearinghouse Queries

Posted on by

About DOT Clearinghouse Queries

The DOT Drug & Alcohol Clearinghouse requires employers (or their designated service agents) to run specific types of queries on CDL drivers for compliance. Each query type serves a different purpose depending on when the driver is being checked and what level of information is required.

DrugTestNetwork will output the data, formatted properly, into a file you can upload directly to the DOT through your Clearinghouse Account for a “batch” query.  You can create a file for multiple companies or an individual company and submit them all separately as needed.  Read about the Required File Format.

In batch (CSV) uploads, query types are commonly represented as numeric values:
1, 2, 3, and 4.

Query Type 1: Limited Query

Purpose: Confirms whether a driver has any drug or alcohol violations recorded in the Clearinghouse.

  • What it returns: Yes/No only (no violation details)
  • Consent required: General (standing) consent on file
  • When to use: Annual checks for currently employed CDL drivers (when consent is already on file)

Important: If a Limited Query indicates a violation exists, you must perform a
Full Query (Type 2) to view details.

Query Type 2: Full Query

Purpose: Retrieves detailed Clearinghouse information, including violation and Return-to-Duty status.

  • What it returns: Violation details, dates, RTD/SAP status (where applicable)
  • Consent required: Driver electronic consent for each Full Query
  • When to use: When details are required (e.g., after a violation is found or to confirm RTD status)

Full Queries are used whenever an employer needs the details behind a “violation found” result or needs
to verify a driver’s eligibility status following a violation.

Query Type 3: Pre-Employment Full Query

Purpose: A mandatory Full Query performed before allowing a driver to perform safety-sensitive duties.

  • What it returns: Same detailed results as a Full Query
  • Consent required: Driver electronic consent
  • When to use: Pre-employment screening before hiring / onboarding a CDL driver for safety-sensitive work

Key point: A Limited Query (Type 1 or Type 4) cannot be used for pre-employment purposes.
Pre-employment screening requires a Full Query.

Query Type 4: Limited Query with Automatic Consent Request

Purpose: Runs a Limited Query (Yes/No only) and, if general consent is missing, automatically requests it from the driver.

  • What it returns: Yes/No only (no violation details)
  • Consent behavior:
    • If general consent already exists, the Limited Query proceeds normally.
    • If general consent is missing, the Clearinghouse automatically sends a consent request to the driver.
  • When to use: Annual Limited Queries when consent may be missing for some drivers (especially in large batch uploads)

Important: Type 4 still returns only a Limited result. If a violation is found, you must follow up with a
Full Query (Type 2) to view details.

Quick “When to Use” Summary

  • Type 1: Annual Limited Query when general consent is already on file.
  • Type 2: Full Query when detailed results are required (including RTD/SAP status).
  • Type 3: Required Full Query for pre-employment screening before safety-sensitive work.
  • Type 4: Annual Limited Query when general consent may be missing; automatically requests consent if needed.

Rule of thumb:
Limited Queries (Types 1 & 4) answer: “Does a violation exist?”
Full Queries (Types 2 & 3) answer: “What are the details?”

Quick Comparison Table

Query Type Name Returns Details? Consent Typical Use
1 Limited Query No (Yes/No only) General consent Annual checks
2 Full Query Yes Electronic consent Details / RTD status
3 Pre-Employment Full Query Yes Electronic consent Pre-hire screening
4 Limited Query with Automatic Consent Request No (Yes/No only) Auto-requests general consent if missing Annual checks at scale

How do I manage the DOT Clearinghouse ?

Posted on by

If you employ FMCSA drivers, you will need to report the list of drivers to the DOT Clearinghouse .

If you’re a TPA (Third Party Administrator) managing driver lists for employers, you can manage their Clearinghouse compliance.

To start, you must have a Clearinghouse account: go to the DOT website to create your account.

To output a list of drivers to an Excel Spreadsheet (in CSV format – Comma Separated Values) to submit to the Clearinghouse, you will have to export all the drivers in an account and remove any drivers that you don’t need to report.

To export the list, first find the client account, click the personnel management icon  . When the management page opens, on the right, choose the option:
DOT ClearingHouse Query: Output Personnel to CSV file for a Query.

You can submit the entire CSV file to the DOT or edit the spreadsheet so only specific drivers are included.

Here are some frequent questions users ask about the DOT Clearinghouse:

What is the Clearinghouse?

The Clearinghouse is a secure online database that gives employers, the Federal Motor Carrier Safety Administration (FMCSA), State Driver Licensing Agencies (SDLAs), and State law enforcement personnel real-time information about commercial driver’s license (CDL) and commercial learner’s permit (CLP) holders’ drug and alcohol program violations.

The Clearinghouse contains records of violations of drug and alcohol prohibitions in 49 CFR Part 382, Subpart B, including positive drug or alcohol test results and test refusals. When a driver completes the return-to-duty (RTD) process and follow-up testing plan, this information is also recorded in the Clearinghouse.
Last Updated : January 08, 2020

Are employers required to query the Clearinghouse or report drug and alcohol program violations for drivers who do not hold a commercial driver’s license (CDL) or commercial learner’s permit (CLP)?

Only employers who employ drivers subject to the licensing requirements in 49 CFR Part 383 and the drug and alcohol testing requirements in 49 CFR Part 382 are required to query or report information in the Clearinghouse. However, employers of drivers not holding a CDL or CLP must still comply with the driver investigation requirements of § 391.23(e), which includes drug and alcohol violation history.
Last Updated : May 13, 2022

Can an employer or medical review officer (MRO) enter a drug and alcohol program violation in a CDL driver’s Clearinghouse record if the driver is not registered for the Clearinghouse?

Yes. When a violation is entered, the Clearinghouse associates it with a driver’s commercial driver’s license (CDL) information. This will be recorded even if the driver has not registered for the Clearinghouse. When an employer queries a driver’s information in the Clearinghouse (with the appropriate consent), they will enter the driver’s CDL information to verify if any violations are associated with that driver’s CDL.

A driver is required to enter their CDL information during their Clearinghouse registration. This allows them to view any violation or return-to-duty (RTD) information associated with their CDL.
Last Updated : January 08, 2020